Please follow this guide if you need to move employees from one company to another.
In the example below, employees in the Old company will be made levers and will move to the New company.
- Enter an End date for each employee to set them as leavers
- Redo and approve the required pay run to submit the leavers from the Old Company
- Tools > All Tools > Company switch PAYE AE Pay Item workbook to generate a workbook which includes PAYE and AE Automatic Enrolment pay items. This will be used in a later step.
- Rename the usernames in Old Company so they don’t clash with the new company, e.g. john.smith@acme.com -> old.john.smith@acme.com. You can do this individually or use the bulk employee edit. You should not change the email addresses, so that employees can access old payslips using the old usernames above, but their current usernames for their new payslips.
- Employees > Download… all employees from the Old company to create a csv file in your downloads folder
- Delete all leavers as you will not want to import those into the new company
- Edit the employees csv in Excel:
- Delete all state columns to the right of the bankdetail.account_number column BC, these have a $ as their first letter
- Use search/replace to edit the Company and Department columns for each employee to use the new Company name
- Change all start dates and clear end dates
- Change all works_ids to text, either by prefixing with a single quote ( 1-> ‘1) or using Excel’s text to columns utility
- Save in Excel XLS format
- Employees > Upload… wizard to upload all the employees .XLS file
- Pay Item Editor: Manually create an AE Pay Item for each employee, to add all standard pay items, including PAYE, etc.
- Tools > Upload Pay Item workbook to upload the two sheets from step 2 above – this is to preserve the auto enrolment status and also the PAYE previous pay and previous tax
- Pay run Redo
- Check everything twice